SPARCFulfillment Step-by-Step Guide (v3.5.1)

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SPARCFulfillment can be accessed directly from the navigation bar on the top of SPARCRequest, via SPARCDashboard Admin Edit section within a request, or directly through the URL: sparc-fulfillment.musc.edu

SPARCRequest Navigation Bar

SPARCRequest Navigation Bar
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SPARCDashboard Admin Edit Section
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SPARCFulfillment Navigation

The Navigation Bar across the top of SPARCFulfillment has five buttons:  Home, Tasks, Reports, Imports, and Patient Registry.

1.  Home Page

Your default landing view is your “Home” page, which contains many useful features

1A) Below the Navigation bar, Fulfillment Users will see the "Requests Received from SPARCRequest" these are the requests they have access to as a clinical provider, or super user. All columns in the header (SRID, RMID, Status, Short Title, etc.) are sortable.

You may search by any attribute of the request in the Search Bar. This includes SPARC Protocol ID, any part of a title, PI, IRB approval dates, RMID, etc. Simply begin typing and your list of requests will auto-update based on your search criteria.

1B) On the left side of "Requests Received from SPARCRequest" table there is the ability to toggle between the default "Requests" view and a "Financial" view. In addition, a status dropdown allows user to search by any given request status if a more narrowed search is necessary.

1C) Below the "Requests Received from SPARCRequest" table you will see a series of icons next to the search bar, see descriptions below:

2.  Tasks Page

Second on the Navigation bar you will see an icon for “Tasks.”

 A system-generated email is sent to your institution email box when a task has been assigned to you.

Tasks represent those “chores” that have been assigned to you.

For example, Kyle may create a task for Sarah asking to review documents recently added. Kyle can create the task, assign it to Sarah with a due date.

Your default task view is a list of those open tasks that have been assigned to you or by you. To view all tasks for your organizations, toggle from “My Tasks” to “All Tasks.” In order to view completed tasks, toggle from “Incomplete” to “Complete.”

To create a new task, click “Create New Task.” Here you will be able to define the task, assign it to someone and attach a due date. New tasks can also be created from a follow-up service fulfillment event, inside a chosen visit/arm of a participant on a specific protocol.

3.  Reports Page

Listed third on the navigation bar is the “Reports” page. Click on the icon to access the various canned reports available in SPARCFulfillment. Please refer to the report data dictionaries for more details about each report.

Choose the desired Fulfillment report from the “All Reports” section (see Invoice Report example below), then set the filters and click “Request Report” to generate a report. Once in “Request Report,” the new report will appear in the list of existing reports in a “Pending” status until “Completed” – at which time you can download the requested export by clicking on the “attached file.” Previously generated reports can be organized and Sorted or Searched by fields such as Title, Date, etc.

4.  Imports Page

This page is where data from other systems can be imported into SPARCFulfillment. For example, XML formatted reports with fulfillment data from Klok application (mobile app) with mapped data can be imported into SPARCFulfillment for record keeping and reporting purposes.

 A “Proof Report” generates a test report without importing data; “Klok Report” imports data into SPARCFulfillment and generates a report.

5.  Patient Registry Page

The single Patient Registry is a registry of all research participants that can be searched to associate a participant to a study.  The Patient Registry can only be accessed by those who are granted Patient Registrar rights in SPARCCatalog. 

New patients can also be added into the Patient Registry if they have not been a participant in a SPARC before.  This allows participants to be associated to multiple studies, if necessary, rather than having separate participant records for each study they are a participant. 

*Note: once a patient has fulfillment data they cannot be removed.

When a Patient Registrar creates a new participant, they will enter the required information to add that patient to the Patient Registry. 

De-identified patients can be marked when creating or editing a participant. De-identified patients can only be associated to 1 study and after association will be hidden from patient search/association. Participants who are not de-identified can be searched and associated to multiple studies.

6. Inside a Request Page

6A). Header

Identify the request you want to fulfill by clicking on any part of the request row from SPARCFulfillment homepage. You will then see the service request that you selected, SRID 5730-001 for example, identified on the top of the page and correlating options below that. At this point you can begin tracking your work activity.

6B). Clinical Services Tab

Within the Clinical Services tab, you have the ability to manage arms, visits, and services.

When adding arms, enter the arm name, subject count, visit count, and select any services you need from the list of services that appear on other arms. If you need to make changes to the visit calendar, you may do so by selecting the edit option under “Manage Visits.” 

Before sending your request via “Admin Edit” within SPARCDashboard to SPARCFulfillment, be certain that you have reviewed your request in its entirety. This can only be done one time for Clinical Services. *After the initial push from SPARCRequest “Admin Edit,” changes made in one module will not be reflected in the other, all changes must be manually made in both modules in order to match consistently.*

If visits need to be added to a specific arm, click on the add button, select which arm you wish to add this visit, then proceed to enter the visit name, visit day and where you wish to place this visit via the drop down, and also enter your before and after window. If additional services need to be added, you may do so in the “Manage Services” section. Select which services need to be added from the manage service dropdown, and which arm(s) the services should be added to, and click the submit button.

There is the ability to export the study schedule (from the primary Study Schedule default tab) as it currently exists. 

On the Quantity/Billing tab, there is the ability to change the quantity and type of billing for each individual service. *Please note that you are not able to change existing visit days or windows on this tab.

 To change the quantity, simply change the number listed in the box to the desired number. To change the intended payer, simply enter the appropriate number into either the “R” box for research, or the “T” box for Third party payer or patients insurance.

6C). Participant Tracker Tab

In the participant tracker tab, you have the ability to search for participants within the Patient Registry by clicking the "Search Patient Registry” button.  Participants can only be added in the Patient Registry by user(s) with Patient Registrar rights. 

Fulfillment users have the ability to refresh the page within the participant tracker, toggle the view, add/remove columns, and export patient list or Participant Report conveniently from this page.

Tracking patient activity can be completed within the participant tracker tab. Once a new study participant is entered into the Patient Registry they can be added to the study under the Search Patient Registry tab.

6D). Non-clinical Service Tab

All entities that offer Non-clinical (i.e. one-time fee) services will have a Non-clinical Services tab. Non-clinical services are designated in SPARCCatalog and provide the option to track work at a protocol level versus at a per-patient per-visit level (i.e. Clinical Services). Here you will see all of the requested services that have been sent to SPARCFulfillment. If a service needs to be added or removed in SPARCFulfillment, then users will need to route back to SPARCDashboard Admin Edit and “Sync to Fulfillment” for them to display. Under the Non-clinical Services tab in SPARCFulfillment, you will see the service name and the quantity requested. To add work performed on a specific service click the “List” button to the left of the requested service to drop down the fulfillment section.

Once the List is expanded, you will be able to add work performed by clicking the “Add Fulfillment” button.

A pop-up box will appear asking for the date work was performed, quantity performed, performed by (as the user, this section will default to you;

you have the ability to change the person who has performed the work if needed), and all fulfillment components, if available, completed during this instance.

Both Fulfillment users and components can be set up in SPARCCatalog. Click “Save” fulfillment when you are ready to continue.

For existing fulfillment items,

Billing Manager Users are able to flag a fulfillment as "Invoiced" with an editable “Invoiced Date” to ensure data integrity after work has been complete, as well as historical invoicing/billing;

Billing Manager Users with “Allow Credit“ rights are able to flag a fulfillment item as “Credited“, so that it won’t show on the invoice report as a chargeable item.

Users are able to edit or delete an individual fulfillment in the "Fulfillments List" popup window "Actions" dropdown menu, as long as they have not been selected as "Yes" for "Invoiced" or “Credited“.

Once a Fulfillment has been entered, the quantity completed will update. When looking at the requested service which was just fulfilled, you will see the quantity remaining was automatically calculated from the quantity performed. In the “Actions” Column, Fulfillment users have the ability to add notes, documents, and edit.